Webex Quick Setup

Table of Contents

  1. Installing Webex
    1. Managed Desktops
    2. Other Users
  2. Configuring Webex (First time login)
  3. Creating a Meeting
    1. Spontaneous Meeting
    2. Scheduled Meeting
  4. Joining a Meeting
  5. Additional Information
    1. Manual Calendar Entries
    2. Assigning Delegates
    3. Additional Hosts

Installing Webex

While Webex can be run from within a browser, CCS strongly recommends installing the desktop application for better reliability.

Installing Webex: Managed Desktops Users

Note: Depending on your department, Webex may be pre-installed! Type “Webex” into the Windows search bar in the bottom left of your screen. If a shortcut to launch “Cisco Webex Meetings” comes up, you can skip ahead to “Configuring Webex” below.

Windows start bar search field

  1. To install Webex on a Managed Desktop PC, Type “Software Center” into the Windows search bar and launch the Software Center app.
  2. Select “Applications” on the left-hand side of the app.
  3. Select “Cisco Webex” from the applications list and click “Install”.
  • Note: You can use the Software Center search bar to make finding Webex easier!
  1. See “Configuring Webex” below for how to enter your account information.

Software Center interface. First arrow points to the Applications tab, second to the search field, third to Cisco Webex Meetings menu option.

Installing Webex: Other Departments

  1. Navigate to https://uoguelph.webex.com.
  2. Log in with your U of G credentials.
  3. On the dashboard display, click “Downloads”.

Webex browser interface. First arrow points to Downloads menu option, second to Download button.

  1. Click the download button under "Cisco Webex Meetings Desktop App".
  2. Launch the downloaded file, “webexapp.msi” to install Webex.
  3. See “Configuring Webex” below for how to enter your account information.

Configuring Webex (First Time Log-in)

  1. Launch Webex by searching for it in the Windows search bar (bottom left of your screen)
  2. Enter your U of G email address.
  3. Select uoguelph.webex.com as your site URL.
  4. Click next. You will be prompted to log in via Single Sign-On.
  5. The Webex desktop window will now appear, and you are signed in!

Creating a Meeting

Meetings can be created spontaneously or scheduled in advance.

Start a Spontaneous Meeting

  1. Launch Webex.
    1. Desktop: if you have a desktop icon, double-click it. Otherwise, enter "Webex meetings" in your search bar (bottom left corner of your screen) and click the "Cisco Webex meetings" start menu icon.
    2. Web: Navigate to the Webex meetings page and sign in with your Single Sign-On credentials. 
  2. In either the Webex Meetings window or the web page, click the “Start a Meeting” button.
  3. The Webex meeting interface will open and prompt you to select your audio and video settings. A headset or stand-alone microphone is recommended to help reduce potential feedback issues. 
  4. Once your audio and video selections are made, mouse towards the bottom of the meeting interface to bring up the main meeting interface buttons.
  5. Click on the ellipsis button (three dots in a row), one button in from the right.
  6. You have two options to invite attendees:
    1. Click “Invite and Remind” to send an email with the meeting link. This link will also add it to their Outlook/Gryph Mail calendar.
    2. Click “Copy Meeting Link” to copy a link to the meeting to your clipboard. You can paste this link into an email, Teams chat, or any other messaging channel you may use.

Note: this meeting link will not add anything to the attendee’s calendar! To add a calendar invite, see “manually add calendar invite” in the “Additional Information” section below.

Expanded meeting options menu item. Notable menu items are "Invite and Remind" and "Copy Meeting Link".

  1. When the meeting is done, click on the rightmost button in that bottom menu (the red X button) and click “End Meeting”.

Schedule a Meeting

There are two possible interfaces for scheduling a meeting: a web-based interface, or one built into Outlook. If you would like to use the Outlook interface, please ensure the Webex Meetings application is installed on your computer - the application includes a plugin allowing Webex and Outlook integration (see installation instructions above).

Schedule a Meeting (Web Interface)

  1. Launch Webex.
  2. From the Webex Meetings window, click the “Schedule” button.
  3. A browser window will open, or a new tab if you already have your primary browser open.
  4. Fill out the form in the browser window with your meeting topic, password, time, duration, and participants.
    1. Meeting topic and password are mandatory.
    2. Webex will generate a password automatically.
  5. Click “Schedule” to send the meeting invite to your participants.

NOTE: If you need to share a link via an alternate channel or do not want to enter every email of your attendees, you will need to schedule the meeting yourself, enter it, and copy the link as follows:

  1. Find the meeting in your calendar in Outlook, Gryph Mail, or Cisco Webex Meetings.
  2. Click “Start”
  3. Click on the ellipsis button (three dots in a row), one button in from the right.
  4. Click “Copy Meeting Link” to copy a link to the meeting to your clipboard. You can paste this link into an email, Teams chat, or any other messaging channel you may use.

Schedule a Meeting (Outlook Interface)

Note: the Outlook interface requires you to have Cisco Webex Meetings installed. See the "Install Webex" step above for details.

  1. Create a meeting in Outlook as you normally would.
  2. Click the Webex icon above “Add Webex Meeting” in the top-left of your meeting window to have Webex automatically create and attach the meeting details.
  3. Send your meeting as you normally would. The Webex meeting details (how to join, etc.) will be in the calendar invitation for both you and your attendees.

Joining a Webex Meeting

You do not need to have Webex installed to join a meeting, although using the desktop application typically results in a more reliable experience. Meetings can be joined from Outlook/Gryph Mail or from within Webex itself.

Joining from Outlook/Gryph Mail

  1. Navigate to your calendar in Outlook or via the Gryph Mail web interface.
  2. Open the meeting in your calendar.
  3. Click the “Join Now” button in the meeting description.

Note: if you join the meeting before the host, you will be shown a waiting screen. The meeting itself will begin automatically once the host joins.

Joining from Webex

  1. Launch Webex, if it is not already open.
  2. Scroll down the list to find your meeting.
  3. Click the green “Join” button.

Note: if you join the meeting before the host, you will be shown a waiting screen. The meeting itself will begin automatically once the host joins.

Additional Information

Manually Add a Calendar Invite

  1. Schedule a meeting using the web interface, as described above.
  2. Once your meeting is scheduled, click on the “Add to My Calendar” button, to the right of the “Who is invited?” header. The button is a plus sign in a box.
  3. This will download a file called “Webex_Meeting.ics”.
  4. Rename the ics file as desired and send it with the meeting link. Launching an ics file will add the contained calendar information to your Outlook or Gryph Mail calendar.

Allow someone to schedule meetings on your behalf

Assign a Delegate on the Webex site.

1. Sign in to your Webex site.
2. In Modern View, select Preferences > Scheduling > Scheduling Permissions.
     *You can also assign a delegate in Classic View, select My Webex > Preferences > Scheduling   
       Options > Scheduling Permissions.*
3.    In the Scheduling permission box, enter the email address of one or more hosts you want to          
              allow to schedule meetings on your behalf. You can select a maximum of 20 hosts.
4.    Select Save at the bottom of the Preferences page.

Set Scheduling Permission in Microsoft Outlook for Windows

1.    From Microsoft Outlook go to File > Account Settings > Delegate Access.
2.    Select Add, and find the name of the person you want to add as a meeting delegate.
3.    In the Calendar field select Editor, and then select OK.

Schedule, Manage, and Start a Meeting for Another Host

  • Make sure the actual host has given you scheduling permission on their Webex site.

  • Make sure you are signed in to your own Webex account in Webex Meetings.

  1. From Microsoft Outlook, go to File > Open & Export > Other User's Folder.
  2. Type the name of the host or select Name to select the actual host's name.
  3. Select Calendar in the Folder type list, and then select OK.
  4. Select the host’s calendar. You can now schedule, manage, and start meetings for that host.

Allow Alternate Hosts

The Alternate Hosts feature of Webex lets other participants start or continue a meeting without you. Some common examples are if you will be co-presenting, may be late starting your meeting, or want to give your team members the ability to use the meeting as a drop-in session with one another.

Alternate Hosts: Allow All (New Meetings Only, Web Interface Only):

Note: this option grants all participants the ability to start the meeting. This means Webex will launch the meeting as soon as the first attendee joins.

  1. Create and customize your meeting as needed.
  2. Open the “Show Advanced Options” dropdown at the bottom of the New Meetings screen.
  3. Open the “Scheduling Options” dropdown from within the expanded advanced options dropdown.
  4. Click on the box next to “Alternate Host”.
  5. Schedule your meeting!

Allow Specific Alternate Hosts (Existing Meeting Only):

Web Interface:
  1. Open the Meetings view from the left-hand menu.
  2. Select your meeting from the list.
  3. Mouse over ellipsis (three dots) next to the name of the first attendee you want to set as an alternate host. A context-sensitive dropdown will appear.
  4. Select “Assign alternate host”
  5. Repeat for any other attendees as needed.

Attendee menu option expanded. Options are "Assign alternate host" and "Remove".

Outlook Interface:
  1. Open the meeting from Outlook as you normally would.
  2. Make sure the Meeting ribbon is selected at the top of the screen.

Microsoft Outlook's ribbon selection bar. The Meeting ribbon is selected.

  1. Click “Change Settings” in the Webex section.
  2. Select the “Resources” tab.
  3. Click the box next to each attendee you wish to make an alternate host.
  4. Close the settings window, then the meeting window as normal.

Webex settings window for Outlook. Resources tab is selected, giving options to mark attendees as alternate hosts.